Implementing an Enterprise Integrated Document Management System Alan Weintraub

Enterprise IDM: The First-Year Agenda n nIdentify all IDM projects underway n nIdentify the overlapping functional and technical requirements n nEvaluate the feasibility of deploying a single-enterprise IDM system n nIdentify integration requirements between IDM systems n nEstablish a methodology for, and sponsor, "document inventories” n nEstablish a dialogue with business process re- engineers to ensure recognition of IDM’s value in re- engineering projects n nDevelop a document index data dictionary to facilitate information sharing and retrieval among IDM systems n nEstablish a clearinghouse of information on IDM and related technologies

WRAV Model Document Types HRISClientMfg. BenefitsWRAVVVV PoliciesWRAVVVV SOPsVWRAVV MSDSVWRAV GuidelinesWRARV System Document WRAV Business Organization Document Inventory: A Key to a Successful IDM Implementation

Repository Technologies Converge Integrated Repository Integrated Document Management nMultiple authoring tools nMultiple output formats nWorkflow nApplication integration nImaging nCold Documents Digital Asset Management nAsset cataloging nAsset retrieval nWorkflow nDistribution nContent rendering for reuse DigitalAssets Document Component Management nStructured document authoring nDatabase publishing nDocument intelligence DocumentComponents Web Content Management nWeb content authoring nWeb-focused output nSupport for large number of users nResponse optimization WebContent

Concept Create/ Revise Review/ Approve Aggregate/Manage Access/ Distribute Archive Destroy Work-in-ProcessApproved The Document Life Cycle

Six Layers of DEVA Leverage Support Structure Leverage Operational support, regulatory requirements Delivery Structure Leverage Implementation, training, templates, methodology Deep Domain Expertise Leverage LOB integration, regulatory requirements Baseline Common Logic Leverage Common account creation, query IDOM Suite Leverage Document technology replicability Infrastructure Leverage Technical infrastructure pre-canned architectures

IDM Project Team

Document Structure Roles and Responsibilities Desktop and Server Database Design Business Processes Solving the IDM Implementation Puzzle

Company cabinet Finance folders Human resources folders Quality folders Manufacturing folders IDM Repository Organization

Key Factors to a Successful Integration nEnterprise IDM Strategy Planning nSolve the Business Problem, the Technology is the easy part nMake the Business Owners responsible for the Project’s success nCreate a common repository architecture that can be used across the Enterprise n“Try Before You Buy” - Prototyping techniques breed success

Alan Weintraub Implementing an Enterprise Integrated Document Management System